Standardized email signatures and branded HTML emails offer an opportunity to uphold the Institute's visual identity in both internal and external digital communications.

Email Signatures

In compliance with both the Institute narrative & key messages and the Institute Online Resource Policy, as of March 2025, the Institute follows standardized email signature for all faculty/staff members through their official @gatech.edu email address. Consistent email signatures deliver a visually coherent look across Georgia Tech departments. 

Email Signature Generator

The image is a sample email signature for a Georgia Tech employee, George P. Burdell, formatted with specific font styles and branding elements.

 

How to Import Your Signature to Outlook

MacWindows/PC
  • Open Outlook, choose Settings.
  • In the Email section, choose Signatures.
  • Click the “+” icon to add a new signature.
  • Give the signature a name, paste the signature from the generator and save.
  • You can choose a default signature by selecting your account and then select the new signature.
  • Open Outlook, choose File > Options.
  • In the Options, choose Mail, then click Signatures.
  • Click the “+” icon to add a new signature.
  • Give the signature a name, paste the signature from the generator and save.
  • You can choose a default signature by selecting your account and then select the new signature. 

 

Do's and Don'ts for Email Signatures

Do'sDon'ts
  • Use a physical address if it is necessary for students or employees to find you on campus, or if you regularly receive mail/packages.
  • Use a phone number only if it’s a place you personally can be reached. Do not direct recipients to a common department phone number.
  • Use only black or navy blue text for branding and accessibility. If you change the color of text, manually enter the HEX code for Georgia Tech's navy blue (#003057).
  • Use branded fonts (Roboto, etc.) or platform-standard fonts (the current default font for Outlook is Aptos).
  • Do not use a college or unit logo. You should use the shortened Georgia Tech or expanded Georgia Institute of Technology logo for brand consistency and longevity.
  • Do not add extra icons, logos, taglines, or social media images to your signature.
  • Personal quotations and philosophical statements should never be included in your Georgia Tech email signature.
  • Do not include boilerplate or disclaimer language unless your role necessitates the inclusion (legal language or open records statement). 

 

 

Email Body Copy

The Institute does not have an official guideline for which typography to use for the body copy within an email. Rely on accessibility standards, and typefaces available across digital platforms and systems.

 

HTML Emails

Many units around campus utilize email newsletters formatted with HTML to create visually appealing layouts. Using templates provided by third-party services such as MyEmma, Constant Contact, or Mailchimp is permitted, as long as style choices align with the brand. When selecting a service or template, consider the important guidelines below.

Device Responsiveness in Emails

An average of 50% of emails are opened on mobile devices. If your email isn't coded for responsiveness, it will be difficult to read on mobile devices and may not be read at all due to legibility issues. Always use mobile-responsive email templates.

CAN-SPAM

The CAN-SPAM act is a law that protects people from receiving unwanted emails. It is crucial that your HTML emails comply with this law. Your emails must contain an accurate physical address and a way to opt out of them. These are usually placed in the email footer. Many email marketing providers, such as Mailchimp and Constant Contact, will automatically include these in your emails, but it is your responsibility to make sure.

Learn more about CAN-SPAM compliance at the Federal Trade Commission Website.

html email examples